Notice of Board Meeting Sample

Certain powers of the Directors of a company can only be exercised on behalf of the company by means of Resolutions passed at a Meeting of the Board and not by a Resolution passed by circulation. Hence, Board Meetings are an important part of managing a private limited company in India. Under the Companies Act, 2013 the gap between two Board Meetings should not exceed one hundred twenty days. Hence, a company would need to conduct a minimum of 3 Board Meetings in year mandatorily.

Time Frame for Issuing Notice of Board Meeting

Under Companies Act, a Meeting of the Board should be called by giving a Notice of Board Meeting in writing to every Director of the Company. The notice of board meeting must be in writing and should be given to every Director by hand or by speed post or by registered post or by facsimile or by e-mail or by any other electronic means.

Notice convening a Meeting should be given at least seven days before the date of the Meeting, unless the Articles of Association prescribe a longer period. In case the company sends the Notice by speed post or by registered post, an additional two days should be added for the service of Notice.

It is a best practice to send the agenda of the meeting along with the notice of board meeting. However, if the agenda is not available, the notice of board meeting can be sent before sending the agenda of the board meeting.

Procedure for Issuing Notice of Board Meeting

Notice of board meeting should preferably be sent on the letter-head of the company. If it is not sent on the letter-head or if it is sent by e-mail or any other electronic means, a copy of the letter on the letterhead can be scanned and sent as an attachment. In case its sent only through email and/or company letterhead is not available, it should be sent from an official email id of the company and in the header or footer of the email, the name of the company and complete address of its registered office together with all its particulars such as Corporate Identification Number (CIN) must be specified. Finally, the date of Notice, authority and name and designation of the person who is issuing the Notice and preferably, the phone number of the Company Secretary or any other senior officer who could be contacted by the Directors for any clarifications or arrangements must be mentioned in the notice.

Place of Board Meeting

Normally, Board Meetings are conducted at the registered office of the company. If the Meeting is at a venue other than the Registered Office / Corporate Office of the company, detailed location of such venue should be given in the notice of board meeting.

Notice of Board Meeting Sample

NOTICE OF BOARD MEETING

NOTICE OF ………………….. (SERIAL NUMBER OF MEETING) BOARD MEETING1

Mr. …………………..
Director
Company Name
Address Line 1,
Address Line 2,
City, State & Pincode

Dear Sir,

NOTICE is hereby given that the …………………………… (serial number of Meeting) Meeting of the Board of Directors of the company will be held on…………………………… (day of the week), the …………………………… (date) …………………………… (month) …………………. (year) at …………………. (a.m./p.m.) at…………………. (Venue).

The Agenda of the business to be transacted at the Meeting is enclosed/will follow.

You may attend the Meeting through Electronic Mode, the details of which are enclosed. In case you desire to participate through such mode, please send a confirmation in this regard to …………………….. (Name of Company Secretary/ Chairman/other Authorised Person), email …………………., Tel No. …………………. within …………………. days (time frame) to enable making necessary arrangements.

Kindly make it convenient to attend the Meeting.

Yours faithfully,

(Signature)
(Name)
(Designation)
(Email, phone No.)